A Users-Views SecureSheet is set up and managed for each SecureSheet project. This file contains two tabs, a Users tab and a Views tab. You will fill in the Users-Views information to get an initial view design set-up for the initial model in SecureSheet, and identify the users who will need access to data in SecureSheet.  The two main tasks you will perform are:


  1. Design the Views of the data in your SecureSheet – set the columns that you want to show to your users and whether they will be able to update data in the columns, or will they be hidden from users.
    • For example, you may have a manager view that allows annual merit recommendation amounts or percentages. We would create a Manager view and share it with your users who need to enter that data. You may also have a next level approver who approves the recommendation and who can also enter bonus information that the managers cannot add. We would create a Next Level Approver view that allows them to override data entered by the managers and also enter bonus information.
  1. Identify the Users who will be accessing SecureSheet and what view(s) of the data they will need to see in the SecureSheet.
    • For example, you may have a manager who needs to enter data for their employees in an annual merit cycle. That same manager may also be a next level leader who needs to approve data across their organization that was entered by their direct reports.


To access an example Users-Views file, click here.

To see a video covering users and views set up, click here.

Views

  • Views are often synonymous with roles your users play in the organization. Each View design can show different columns, and columns can be hidden depending on what is necessary to show the users in each view. Columns can also be locked or unlocked based on user data entry requirements.
  • Standard administration views will be created for on-going data management -All Data (Edit), All Data (View Only), All Data (Recent and History), and Add New Row(s) - that are for  SecureSheet administrators (unless purposely permissioned to non-administrators). Other views could include Direct Reports, Rollup, Approver 1, Approver 2, HRBP, etc.
  • Views, combined with security, set up what rows of data return for Users who allowed to see each view that you share with them.

Users

  • Users are every end user who has permission to access data in the SecureSheet based on their email address at login and the views they need to access. User data includes:  Employee ID, name and email address.
  • A user group may be identified to make it easy to grab a list of emails for communications through your planning cycle, e.g., managers, Approver 1, HRBP, etc.
  • Values from columns in your main data that indicate the data an user should see in a view. For example, a location value may be used to filter the employees that an HRBP sees in their specific HRBP View in SecureSheet. Any combination of values across any columns may be combined to identify access to data for any of your users.
  • Views that each user will be given permission to see in SecureSheet.

Before you begin setting up Users-Views:

  • Have your compensation Excel file column structure close to finalized (i.e., placeholder columns in sections where you might anticipate adding-in columns if needed).
  • Ensure your Excel file headers are copied into the Views tab (either you or your SecureSheet Support contact may do this task).

Export the Users-Views SecureSheet

  1. Login to SecureSheet.
  2. On your My SecureSheets home page, select Import/Export from the Admin Tasks drop-down to export the Users-Views SecureSheet. You do this so that you can work with the file in Excel.

Designing Views

Design the settings for each column in each end user view - view only (locked), editable (unlocked), or hidden (hidden). Specify columns that you desire to be filtered. 


  1. Open the exported Users-Views Excel file. Click the Views tab. The initial list of Views may be overwritten.

NOTE:  The column settings on the standard administration views do not need to be adjusted.

  1. Confirm the name and descriptors for each View (Columns A, B, C).
  2. For each column in each View, select a value from the drop-down indicating the column setting as UnLocked, Locked, Hidden. These are defined as:
    • Locked – column is visible and not able to be updated by users; columns with formulas should be locked (or if you allow users to override columns, share that with the SecureSheet Supoprt team)
    • UnLocked – column visible and able to be updated by users
    • Hidden – column is not be visible to users
  1. Enter an ‘x’ for each column Filter/Sort setting.

NOTE:  If you do not identify, sort will be turned on for each column, and the SecureSheet Support team will set filters on demographic data and any non-calculated columns. You may alter filter settings in views throughout testing.

Considerations:

  • If all users on a particular view will filter the same way, like using the value in the manager ID column, identify the Manager ID column in Column C on the Views tab.
  • If each user needs to filter on different value(s) in a specific column in the same view, like a specific location name or a combination of location name and department name, identify each user’s specific value(s) on their row in the yellow column section of the Users tab.
  • IF you have dependent dropdown(s) functioning in your Excel model, the dependent column(s) must be visibe in each end user view where they are expected to work (otherwise SecureSheet won't know what the list is dependent on).

Identifying Users

Users are anyone in your organization who will access the SecureSheet. Every user must be set up on the Users tab for User security cross-referencing in SecureSheet at login.

  1. In the Users-Views Excel file, click the Users tab.
  2. In Columns A – C: 
    • Fill-in the Employee information for each end user who will work with the SecureSheet.
    • Each user email must be listed only once in the Users tab.

NOTE:  Please do not change the order of the columns as you fill-in user information.

  1. In Column D:
    • Identify a User Group. User Groups are optional. Identify them according to how you refer to your end users. For example, HR, Admin, Senior Leader, etc. This may make it easier to work with SecureSheet sharing and to communicate with groups of users later in the process.
  1. In Columns J – L (and additional columns as needed):
    • Include data values that may be needed for securing access to the data in SecureSheet.
      • For example, in their HRBP view in SecureSheet, your HRBPs may access data based on location values that are stored in Column K on your main SecureSheet tab. If this is the case, on the Users tab in Column J, you would label it Location (Col K), and identify the exact values from Column K - Location on your main data tab for each user who has Location-level security. Delimit multiple values by three asterisks:  e.g., Chicago***New York***Philadelphia).
  1. In Column S – list the end user views you designed on the Views tab:
    • List each View Name that you defined on the Views tab (in Column A) starting in Column S, and across as many columns as needed (i.e., the Views They Need section on the Users tab).
  1. For each User, under the Views They Need section, select an ‘x’ from the drop-down if the user will need to have access to that View.

NOTE:  Remember, the View names listed on the Views tab should match the names of the views in the Views They Need section of this Users tab.

NEXT STEPS:

  • When you have completed the Users-Views set-up, import your updates to your Users-Views SecureSheet.
  • Send an email to your SecureSheet Support contact to let them know you have refreshed the Users-Views file.